Specialty Trainee Administrator

Job overview

• -       Acting as a first point of contact for all Specialty Resident Doctors in Training, as well as Educational & Clinical Supervisors. -       Organise and coordinate the Specialty Resident Doctor Inductions in February & August as well as the “out of sync” inductions . -       Organise (date and agenda setting, setting up Microsoft Teams calendar invites) and minute taking for various meetings and complete follow up tasks. -       Be responsible for setting up IT accounts for new starters, completing ACF and grade change forms timely to ensure doctors have appropriate access when needed. -       Maintain internal databases and be responsible for the coordination of the Specialty Resident Doctor Study Leave, Mandatory Training reminders and ESR updates. -       Provide Administration support to the wider Postgraduate team and support cross cover of roles. -       Provide Administration support to the Senior Medical Education Team. -       Provide Cross Cover support to the Education Centre Administrator by covering the reception desk and room bookings during periods of absence

Main duties of the job

• -       Administrator for the Specialty Resident Doctors including IMT, ACCS, Core Resident Doctors and Lower - Higher Specialty Resident Doctors. -       Organise and coordinate the Specialty Resident Doctor Inductions in February & August. -       Organise and coordinate the Out of Sync Resident Doctor Inductions each month. -       Act as a first point of contact for new Specialty Resident Doctors, IMT’s, Core & ACCS Resident Doctors. -       Organise (date and agenda setting, setting up Microsoft Teams calendar invites) and minute taking for various meetings and complete follow up tasks. -       Be responsible for setting up IT accounts for new starters, completing ACF and grade change forms timely to ensure doctor have appropriate access when needed. -       Maintain internal databases and be responsible for the coordination of the Specialty Resident Doctor Study Leave, Mandatory Training reminders and 096 ESR updates. -       Provide Administration support to the wider Postgraduate team and support cross cover of roles. -       Provide Administration support to the Senior Medical Education Team. -       Provide Cross Cover support to the Education Centre Administrator by covering the reception desk and room bookings during periods of absence

Detailed job description and main responsibilities

• Provide secretarial and administrative support to the ADME and specialty tutors, when required.
• Organise induction for the Specialty Resident Doctors (including those joining the Trust who are ‘out of sync’) under the guidance of the Postgraduate Team Leader and Medical Education Manager.
• Liaise with other departments in preparation for new starters joining the Trust, to ensure they have the appropriate access/information for the start of their placement, including IT, Digital Identity, Rota Coordinators, Medical Deployment & Recruitment.
• Provide PA support to the Associate Director of Medical and Clinical Education, including diary management, arrangement of meetings both face to face and via Microsoft Teams, including administrative support utilising all Microsoft packages.
• Provide extensive comprehensive administrative support to the senior education management team, including the Director of Clinical & Medical Education, Medical Education Manager and Postgraduate Team Leader utilising all Microsoft Office software.
• Liaise with the Medical Education Manager and Postgraduate Team Leader to identify Resident Doctors commencing to the Trust and communicate appropriately to all new and rotating Resident Doctors.
• Implement and maintain databases/records for Mandatory Training, utilising the 096 ESR System for all Resident Doctors commencing within the Trust.
• Maintain records and liaise with rota coordinators & Education Leads to ensure Resident Doctors receive an appropriate Department induction and ensure feedback and registers are returned timely. Escalate non-compliance to the Medical Education Manager and Postgraduate Team Leader.
• Organise monthly “Out of Sync” Resident Doctor inductions and liase with rota coordinators to ensure all new Resident Doctors are released to attend appointments and that welcome packs are shared. Escalate non-attenders to the Medical Education Manager and Postgraduate Team Leader.
• Organise and communicate educational events for Educational and Clinical Supervisors.
• Maintain the internal recognition of trainers’ database. Contact supervisors for evidence and pass this onto the Director of Medical education for approval. Escalate non-responders to the Medical Education Manager and Postgraduate Team Leader.
• Maintain the database for specialty Resident Doctors’ which includes information on induction, supervisors, rotations, and end of placement information.
• Where required, for specialty teaching programmes (in-house) organise attendance registers and ensure that attendance information is recorded on the relevant database, through liaison with the College Tutors/Trust Specialty Training Leads and the Medical Education Manager and Postgraduate Team Leader. Ensure evaluations are recorded, analysed, and passed on to the tutors. Keep the Medical Education Manager and Postgraduate Team Leader appraised of incomplete records.
• Process applications from doctors for study leave on the appropriate system in line with NHSE NW guidance for the Specialty Training Programme Directors based at the hospital.
• Prepare agendas, take, and circulate minutes of meetings specifying decisions made and the follow-up action required.
• Ensure that doctors rotating out of sequence receive an induction, appropriate induction documents and maintain records for quality assurance purposes.
• Maintain contact details, emails lists and bleep lists for all Resident doctors and distribute educational information.
• Work with the Education Quality Team on distributing end of placement surveys and organising and supporting focus groups.
• Ensure that accurate records of monthly new starters and leavers are kept for Consultants Update contact lists and send relevant documents to these individuals regularly, updating the Medical Education Manager and Postgraduate Team Leader.
• Ensure a customer friendly service is provided to all centre users.
• Provide a link between potential users and staff to ensure a quality service is provided to all users.
• Liaise with outside agencies, e.g. Royal Colleges, Health Education North West and Primary Care Trusts.

23.Provide Cross Cover support to the Education Centre Administrator by covering the reception desk and room bookings during periods of absence